Creating Processes

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Overview

Your Practifi instance contains preloaded processes that can be used as-is or can be modified to suit your firm's workflows better. This article will guide you through how to create a process within your Practifi instance from scratch. For more information about the settings and processes, please consult our Understanding Processes article. For information about using created processes within your organization, please consult our Using Processes article. If you have any questions about establishing a process to achieve a specific workflow within your Practifi instance, please reach out to your CSM. 

Creating process types

  1. Click the App Launcher in the left-hand corner and enter “Settings” into the search bar.
  2. Select the Settings app from the drop-down menu. 
  3. Use the carrot button next to the Navigation menu to select the Process Types option.
  4. On the Process Types list page, select the New button on the upper right-hand side of the page. This will open a New Process Type page with Summary, Process Settings and System Information sections. 

Summary 

  1. Enter the name of the process into the Process Name field. The name of the process will be what users select when choosing the process from the list of available processes. 
  2. Within the Related To "Available" list, select the object(s) name that you would like this process to be available within. The object will highlight blue when properly selected. Next, use the top arrow button to add this object to the Chosen list. The object will change placement to the "Chosen" list when properly added. 
  3. Check the Active checkbox if not already checked. If ticked, the process is active and immediately available to be launched within the object(s) we set earlier. 
  4. Enter a whole number into the Order field. This defines the position in which the process appears in the list of available processes during creation. 
  5. In the Description field, enter a short description of the process, which will be displayed to users when selecting the processes at launch.

Process settings

  1. For initial creation, leave the Stage field blank. This field will be revisited and set later in the process stages section below. 
  2. Specify how the assignee is determined through the Assignment Type field. For further explanation behind these options, please consult our Understanding Processes article.
    • Please note: Depending on the selection made here, you may experience additional fields to select a specific user or choose a Servicing Team Member. This is covered further in the Understanding Processes article.
  3. If you want to begin the process based on various date fields across the Entity, Contact, Service, and Deals objects, select the Enable Time-Based Commencement? checkbox.
  4. Select the Save button to finalize the creation of the process type.

Time-based commencement settings

Please note: This section will only be displayed if the Enable Time-Based Commencement? checkbox has been enabled. The following steps can be skipped if not using time-based commencement settings. 

  1. Select the pencil icon located next to the Target Object field to set the page within edit mode. Once in edit mode, select the object from the drop-down menu. 
  2. Within the Target Field field, enter the API field name of the field you would like the timing to be based on. The API field name can be found within the Salesforce backend, and to find this information use the following steps:
    1. Select the gear icon located in the upper right-hand corner and select Setup from the drop-down menu. A new browser window will open, displaying the Salesforce back-end. 
    2. Select the Object Manager button to display the objects list and locate the Salesforce object by its label name within this list. Next, click the object's name within the Label field to open the object's details page. 
    3. On the object's details page, select the Fields & Relationships tab on the left-hand side to open a list of all fields available. 
    4. Locate the date field you would like the time-based settings to be based upon and use the information in the Field Name column as this is the API name, rather than the information within the Field Label column. 
  3. Within the Commencement Timing field, select whether the process will begin before or after the date on the Target Date field. 
  4. Input the number of days that the process should begin before or after the date field in the Number of Days field. 
    • Please note: The numbers for this field begin at 1 and operate as calendar days and not as business days. 
  5. Once Time-Based Commencement Settings have been entered, press Save to finalize this change. 

System information

  1. Within this section, the Locked checkbox can be enabled to prevent any edits from being made to the process type by users within your firm. We recommend only enabling this checkbox after fully creating and testing your process type. 
    • Please note: If a locked process needs to be unlocked for changes, this can only be completed by the original creator. Once unlocked, all other Admin users can provide updates.  
  2. Created By and Last Modified By will be auto-generated by the system and can not be manually modified. 

Process stages

Each process has open configuration options for custom stages for each transitional state, and as few or as many as needed can be created. 

Adding process stages

  1. Select the hyperlinked Process Stages heading located above the Summary section. This will direct you to the Process Stages list view for this process. 
  2. Select the New button located on the right-hand side to create the process stage. 
    • Please note: You can also access the creation of new Process Stages by using the carrot button next to the hyperlinked Process Stages heading. This article guides users through the list view process since it offers a better view of all the stages built.
  3. Enter a stage name into the Process Stage Name field. 
  4. The Process Type field will auto-default to the related process type. 
  5.  Enter a whole number into the Order field. This defines the position in which the process stage appears in the list of available process stages. 
  6. Set the Group to the option that makes the most sense based on the information input into the Process Stage Name field to group the stage with other stages. The group definitions are as follows:
    • Not Started - The process has not begun and is not being worked on by any team members within the firm.
    • In Progress - Team members at your firm are actively working through the process tasks.
    • Completed - All process tasks have been completed, and the overall process is now closed.
    • Canceled - The process has begun but is closed before all process tasks have been completed. 
  7. Select Save to finalize the process stage creation. Select the Save & New button to create multiple process stages to save the created process stage while opening a new process stage creation page.

Establishing initial process stage

  1. On the original Process tab, navigate back to the Process Settings section. 
  2. Select the pencil icon located next to the Stage field to set the page within edit mode.
  3. Within the Stage field, begin typing the stage name of the stage that you would like the process to initially start in and then select the stage from the drop-down menu. Select Show All Results from the drop-down menu if the process stage is not initially displaying. 
  4. Select Save to finalize this change. 

Process tasks

Process tasks are the main components of a process that help build each step and set various outcomes that progress the process forward through actions.

Process task creation

  1. Select the Process Tasks heading located above the Summary section. This will direct you to the Process Tasks list view for this process. 
  2. Select the New button located on the right-hand side to create the process task. 
    • Please note: You can also access the creation of new Process Tasks by using the carrot button next to the hyperlinked Process Task heading. This article guides users through the list view process since it offers a better view of all the process tasks built.
  3. In the Subject field, set a short description of the task. 
  4. Select the immediate status for the process task from the Status field's drop-down.
  5. Set the priority of the task in the Priority field drop-down menu to indicate the importance of the task. 
  6. Enter a short description of the task within the Description field. 
  7. Specify how the assignee is determined through the Assignment Type field. The assignment types follow the same definitions as the assignment type for the overall process. For further explanation behind these options, please consult our Understanding Processes article.
  8. Set the Due Date Interval to the number of days between when this task is created and when it should be due.
  9. The Suppress At Launch checkbox sets whether this process task should be kicked off immediately on the process creation or wait for an action to trigger the task later. If this checkbox is checked, the task will not be triggered upon the initial process creation. Typically when creating a process, the first process task will not have this checkbox enabled. 
  10. Press Save to finalize the creation of the process task.

Outcomes

  1. On the Process Task overview page, select the Task Outcomes heading. 
  2. Select the New button located on the right-hand side to create a task outcome.
    • Please note: You can also access the creation of new Process Outcomes by using the carrot button next to the hyperlinked Process Outcome heading. This article guides users through the list view process since it offers a better view of all the process outcomes built.
  3. Enter the name of the outcome in the Name field. 
  4. Enter a whole number into the Order field. This defines the position in which the task outcome appears in the list of available task outcomes. 
  5. Press Save to finalize the creation of the task outcome. To create multiple task outcomes for this process task, select the Save & New button to save this task outcome while opening a new task outcome creation page. It is best practice to create all task outcomes before creating task actions. 

Actions

  1. On the Process Task overview page, select the Actions heading located beneath the Task Outcomes heading.
  2. Select the New button located on the right-hand side.
    • Please note: You can also access the creation of new Process Actions by using the carrot button next to the hyperlinked Process Action heading. This article guides users through the list view process since it offers a better view of all the process actions built.
  3. Enter the name of the action in the Name field. 
  4. From the drop-down menu within the From Outcome field, select the outcome that should then trigger this action when selected upon task completion.
  5. Set the action to occur when the task is completed with the specified outcome from the Action Type field drop-down menu. The complete list of options available are:
    • Create New Task in the Process
    • Start a New Process
    • Set Process Stage for this Process
    • Create a New Service
    • Set Service Stage for Related Service
    • Set Client Stage for Related Client
    • Create a New Service and a New Process
  6. Once the action has been specified, select the appropriate task, process, service, service stage or client stage within the rendered fields to direct the action to the specific value. 
  7. Press Save to finalize the creation of the action. 

Predecessors

Most information within the Predecessor section will be system-generated and will not need setting. However, this section is where process tasks can be linked together in spaces where a group of tasks runs concurrently, and all tasks must be completed to begin the next task. To group tasks, the following steps must be followed:

  1. On the Process Task overview page, select the Predecessors heading.
  2. In the action row, select the carrot button located on the right-hand side and select Edit from the drop-down menu.
  3. Enter your group name in the Group field. 
  4. Press Save to finalize this change. 
  5. Repeat the above steps for each task you would like grouped, entering the same value into the Group field. 

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